Administrative Specialist

Location
Arlington, Virginia
Salary
$47,236.80 - $72,113.60 Annually
Posted
Jun 21, 2019
Closes
Jun 28, 2019
Ref
1181-19H-CMO-HQ
Function
Administrative
Hours
Full Time
Position Information

The County Manager's Office (CMO) is hiring an Administrative Specialist to serve as part of the Constituent Services Team. This highly visible, hands-on position requires excellent customer service as well as sensitive communication and public engagement skills. The position will staff the CMO's Front Desk/Reception and support various administrative functions, including Payroll, Accounts Payable, and Freedom of Information Act (FOIA) systems and backup to other processes.

This position works with County Staff, Elected Officials of the County Board Office (CBO), Business and Civic Leaders, and individuals in a multicultural community to solve hard problems and get things done.

Specific duties Include:
  • Opening the office for the public in the morning; and greeting everyone in a courteous, respectful, and positive manner;
  • Being responsive to the interests of Arlington County Businesses, Residents and Visitors through intake of highly sensitive, personal and difficult inquiries and requests - via phone, in-person and email;
  • Understanding and adhering to protocols, management policies, guidelines and other formal controls for various CMO functions;
  • Using Customer Relations Management system (CRM) software to enter, direct and monitor constituent inquiries (GRAMs) according to standard workflows and practices;
  • Providing recommendations to functional improvements by being an active participant in administrative and office management processes;
  • Interacting with various County lead-agencies on administrative functions, to include, facilities management, accounts payables, print-shop, human resources/payroll, and information technology; and
  • Maintaining accountability to the legal mandates of FOIA by working closely with CMO FOIA Officer and Departmental FOIA Coordinators to ensure legal deadlines are met and internal procedures are being followed.
Key characteristics of the ideal candidate include:
  • Knowledge of all County operations facets;
  • Customer-focused, detail-oriented team member.
  • Strong organizational skill and ability to meet strict deadlines.
  • A "utility player" - with ability to multi-task and to effectively respond to numerous inquiries and requests.
  • Strong verbal and written communication skills.
  • Technical aptitude necessary to navigate a modern software environment (e.g. Microsoft SharePoint, Office 365, Excel, etc.)


Selection Criteria

Minimum: Bachelor's degree in Public or Business Administration, or a related field plus one or more years relevant experience in one or more of the following areas:
  • Administrative, operations, or other multi-disciplinary coordination and program support functions.
Substitution: Additional qualifying experience may substitute for the education requirement on a year-for-year basis.

Desirable: Preference may be given to applicants with experience in one or more of the following areas:
  • Demonstrated customer service experience in local government.
  • Experience handling FOIA requests.
  • Utilizing a CRM or similar system to manage work according to a defined set of processes/workflows.
  • Bilingual: English/Spanish.


Additional Information

This is a 40 hour a week position that requires the employee to be present Monday - Friday, arriving promptly by 8:00 a.m. - 5:00 p.m.

Please complete each section of the application. A resume may be attached, however, it will not substitute for the completed application. Incomplete applications will not be considered.

Please note salaries listed on this announcement are effective July 1, 2019.

Arlington County Government employee benefits depend on whether a position is permanent, the number of hours worked, and the number of months the position is scheduled.

Specific information on benefits and conditions of employment can be found on the Arlington County Human Resources Department website: www.arlingtonva.us/pers.

Permanent, Full-Time Appointments
All jobs are permanent, full-time appointments unless otherwise stated in the announcement. The following benefits are available:

Paid Leave : Vacation leave is earned at the rate of four hours biweekly. Leave accrual increases every three years until eight hours of leave are earned biweekly for twelve or more years of service. Sick leave is earned at the rate of four hours biweekly. There are eleven paid holidays each year.

Health and Dental Insurance : Three group health insurance plans are offered - a network open access plan, a point-of-service plan, and a health maintenance organization. A group dental insurance plan is also offered. The County pays a significant portion of the premium for these plans for employees and their dependents. A discount vision plan is provided for eye care needs.

Life Insurance : A group term policy of basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance is available with rates based on the employee's age and smoker/non-smoker status.

Retirement : The County offers three vehicles to help you prepare for retirement: a defined benefit plan, a defined contribution plan (401(a)), and a deferred compensation plan (457). The defined benefit plan provides a monthly retirement benefit based on your final average salary and years of service with the County. You contribute a portion of your salary on a pre-tax basis to this plan. General employees contribute 4% of pay; uniformed public safety employees contribute 7.5% of pay. Employees become vested in the plan at five years of service. The County also contributes to this plan.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)) . The County also matches your 457 contribution, up to $20 per pay period, in this plan. The 457 deferred compensation plan allows you to set aside money on either a pre-tax (457b) or post-tax (457 Roth) basis up to the IRS annual limit. New employees are automatically enrolled with a pre-tax contribution equal to 2% of your base pay.

Other Benefits: The County also offers health, dependent care, and parking flexible spending accounts; long-term care insurance; tuition assistance; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other employee benefits.

Permanent, Part-Time Appointments:
Part time employees who work ten or more hours per week receive paid leave and benefits in proportion to the number of hours worked per week.

Limited Term Appointments:
Benefits are the same as permanent appointments except that the employees do not achieve permanent status.

Temporary Regular Appointments:
Temporary regular employees who work 30 hours or more per week are eligible for health, dental, and basic life insurance as described above. They are also eligible for vacation, sick leave, and paid holidays.

Temporary Seasonal and Occasional Appointments:
Temporary employees who work on a seasonal basis or variable hours receive sick leave, but do not normally receive other paid leave or benefits. Exceptions are noted in individual announcements.

01

What is your highest level of education?
  • High School
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree


02

How much full-time experience do you have working in an administrative function for a local government?
  • None
  • 6 but less than 12 months
  • 1 but less than 2 years
  • 2 years or more


03

Select areas that describe your work experience (check all that apply):
  • Front Desk/Reception
  • Customer Service
  • Office Management
  • Billing/Payables
  • Payroll
  • FOIA
  • None of the above


04

If you did not provide detailed information in your application, please use the space below to describe in full detail the experiences checked on question #3.

05

Do you have experience using a Customer Relationship Management (CRM) system or other specialized software employing workflows?
  • Yes
  • No


Required Question

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